August 2024 Board Meeting

For our August board meeting, the following were present:

Sarah Ransom of PMI (2 hours)

Kyle Thompson of the Board (2 hours)

Dave Underwood of the Board (2 hours)

James Kellar of the Board (2 hours)

Nova Kien of the Board (1 hour)

• We discussed road/parking resurfacing. With no Bloomington contractors being responsive to us, Sarah has begun reaching out to Indianapolis contractors. We've had our first evaluation by a contractor completed. In the first review, it was determined a combination of resurfacing and resealing would meet our needs. The total cost for this would be $180,000. The cost for a total resurfacing of all roads and parking would be $280,000. We are waiting for additional bids. Board owners added their own recommendations of contractors from the immediate areas outside of Bloomington to the list of contractors to be contacted.

• We discussed painting of the front doors of townhomes. Some are in great need of this. Some are still in OK condition. We discussed painting the ones most in need the same colors they already are. We discussed the full painting of all doors being a lower priority at the moment to other urgent needs, but part of that eventual discussion will involve having an evaluation for what updated colors might modernize the look of the neighborhood for when all doors are repainted.

• We again discussed roofs as a priority for the neighborhood. We are still estimating at least $150,000 for remaining new roofs. James suggested that PMI look into the costs of metal for the remaining roofs (the metal would need to look like regular roofs, the board agreed).

• We discussed that gutter maintenance will be needed (at additional costs).

• We again discussed an awareness that deck repair/replacement costs will be a large dollar item (likely also in the six figures).

• We discussed storm damage cleanup from the late June storm. Removing what has already been removed was a large budget expense. Contractors are still busy around the area removing large trees that were downed. Sarah is meeting with another contractor later this month about cleaning up remaining storm damage. This will be at additional cost to the neighborhood.

• It was determined that Oaklawn Park will be responsible for trimming the trees that are located on Meadow Creek's property but overhang Oaklawn Park property. This will be another expense for Oaklawn Park.

• We discussed the upkeep of the limited common areas by townhome owners. Many are missing their obligation to maintain their limited common areas especially around their patios. Many have fences that are damaged, leaning out, or otherwise in need of repair. Many have weeds where townhome owners are responsible for removing them that are growing out of control. Some have trees/shrubs that residents (not the HOA) have planted that need trimmed and/or removed. We discussed an incidence where a townhome owner turned away previously agreed upon landscaping service upon their arrival to remove extreme patio area overgrowth. PMI will be working to move that maintenance forward. Notices to other townhome owners of these violations of maintenance requirements will be sent out by PMI soon. It is due to PMI resource shortages that they've not already been sent out (the evaluations were completed in April and May for who would be sent the notifications). The board has asked that first round violation notices go out to those with fence repair requirements. Then overgrown weeds/trees/shrubs. Then to those who need to stain/varnish their fences. Townhome owners will be asked to have those services taken care of at their own expense. If not taking action on these maintenance requirements, the HOA will then have the services completed. The townhome owner will be sent to bill for the costs of those services.

• We discussed arrears. Several townhome owners owe more than $1,000 to the HOA. Several more owe more than $400. Oaklawn by-laws require 30, 60, 75 day notice prior to putting delinquent properties under lien. PMI can utilize collection agency services for delinquent unit owners if the board agrees. The board will be considering this option. Fines for lateness are $25, then $50 after 27 days. PMI can also offer renter screening services for owners who are renting their townhomes.

• We discussed neighborhood signage. The entry sign needs painting as it has weathered and faded. The paint is peeling from it. The wooden street signs in the neighborhood also need repainted. PMI will search for a painting contractor for that. We discussed that storm winds twisted the stop facing south on E. Olson Drive, just inside entrance from Sare Road.

• We discussed proof of insurance and HAND certificate requirements. PMI was not aware of HOA rules requiring unit owners to provide proof of liability home insurance. PMI will be modifying their enforcement of HAND Inspection form filing from unit owners who rent as required. Both requirements will be observed and communicated to unit owners to ensure compliance.

• We discussed again trash pickup. As far as we can determine, Waste Management is still conducting 3-day a week pickups for main dumpsters. 5-day a week pickup was requested in October 2023. Overage fees occur every month when trash exceeds dumpster capacity and/or is on the ground. Sarah reports that possible alternate trash-pickup vendor Avis will pickup every weekday with no overage charges. We are then reviewing change of vendor.

• We discussed that PMI has a new president. We discussed being hopeful that the new president will provide PMI with the resources needed to manage Oaklawn Park properly. This new president and will be meeting with clients, and Sarah indicated he will be in contact with Kyle.

• We discussed follow-up as needed to a recent welfare check associated with odor coming out of a townhome into the surrounding neighborhood. PMI will be need to be in follow-up to work with the townhome owner for compliance on requirements for maintenance.

• James and Kyle will be meeting with Sarah later this month to evaluate and update budget related items and banking account updates.

Kyle Thompson